DATE: July 11, 2017
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Retroactive Agreement with The Presort Center of Fresno LLC. for
Insert, Presort, and Mailing Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize Chairman to execute a Retroactive Agreement with The Presort Center of Fresno LLC. to provide insert, presort, and mailing services, effective March 1, 2017, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions for a maximum potential five-year total not to exceed $2,700,000.
REPORT
Approval of the recommended action will provide County Departments with reduced rates offered by the U.S. Postal service (USPS) for presorted first class mail. There is no increase in Net County Cost associated with the recommended action. Costs for services provided under this agreement are recovered through charge backs based on utilization. The total cost for the potential five-year Agreement is $2,700,000.
ALTERNATIVE ACTION(S):
Not approving the recommended action will require County departments to deliver all USPS mail directly to the post office and discounts on postage rates for presorted mail will not be realized.
RETROACTIVE AGREEMENT:
An analysis of the expired agreement to assess County needs took longer than originally anticipated which resulted in the Request for Quotation (RFQ) being released in December 2016. Once responses were received and approved by County Purchasing Division (Purchasing), staff have been working with the vendor to negotiate acceptable terms for both the County and vendor. Staff have also been working with the Auditor-Controller/Treasurer-Tax Collector's Office, County Counsel's Office, Purchasing, and vendor to address the new condition of a postage deposit.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. Costs for services provided und...
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